To insert or edit a checklist item, go to Database → Checklists. Select Insert to create a new checklist item, or select an existing one to edit it.
Status
Select Active to enable the checklist item for use.
Inactivate checklist items that are no longer used without fear of losing data associated with them.
Folder
Keep your checklist items organized by putting them in a folder.
Select Other to create a new folder.
Scope
Scope describes the entity to which the checklist item is related.
Person/Application: Items associated with an individual person or application record
School: Items associated with an individual school record on the person record. School-scoped checklist items can be added to schools based on their rank, level of study, or degree. They can only be fulfilled by a school-scoped material. For more information on school-scoped checklist items, see Assigning Checklist Items.
Group (optional)
Group impacts how checklist items are assigned and removed. When certain checklist items are always assigned together, they should be in the same group. A single rule will determine the criteria for adding the group of items to an applicant’s checklist, and that group will be removed from the checklist if an applicant ceases to qualify for that rule.
Use this setting to group checklist items together that are applied to defined groups of records to consolidate the checklist rule writing process. For example, international applications, transfer applications, or non-degree applications.
Group names cannot include spaces. For example, enter First_Year for first year applications.
Section
Where a folder is an internal way to categorize checklist items, a checklist section is a primarily external way to do so. Checklist items can be separated out by section in the applicant status portal using a Checklist by Section widget.
If you do not use custom checklist sections, all items will remain in a default section of Material. To create a new checklist section, open the setting and click Other to type in a new section name if one does not exist yet. The following sections are automatically populated in your database and have special properties:
Financial Aid: This section must be used to tracks financial aid checklist items when importing Financial Aid checklist items
Form: The Form checklist section should selected when a Slate form is being added to the applicant checklist.
Transcript, Reference, or School Report (Special Use Only): A checklist item in a Special Use Only checklist section should only be created to turn off automatically-generated checklist items in Slate (e.g., school-specific transcripts, references, etc.). They need to remain inactive and do not represent actual checklist items.
🔔 Important! Read and understand the implications of auto-generated checklist items before selecting any Special use only sections from the list.
Subject
Enter the name that appears on the Checklist section of the applicant status portal.
URL
If the checklist item has a related URL, such as a link to a PDF an applicant should read or a non-Slate website they should visit, list it here. Adding a URL will make this checklist item appear as a link to a website.
Only link to non-Slate destinations.
📝 NoteDo not use a vanity Slate URL. Updating the URL to a vanity URL changes it from
/applyto/register, which lets applicants fill out the form multiple times when configured as a checklist item.
💫 Best practice: If you want a Slate form to be a checklist item, use the Form section and select any application- or person-scoped form from the Form dropdown.
Key
Enter a unique, computer-friendly identifier (lowercase and underscores only). Internally-facing.
🔔 Important! Do not change this ID after creating the checklist item.
Order
Specify the order in which checklist items are listed.
Material Fulfillment 1-5
Select up to five material types that fulfills a checklist requirement. That is, if an applicant uploads a material of one of the five specified material types to a record, the checklist item is marked as received.
The materials available in these lists are limited to those of the checklist item’s scope.
If you select more than one material type, an applicant only needs one of these items to fulfill the checklist item. Think of these settings as ORs, rather than ANDs.
📝 Note: This menu only displays custom materials created in Database → Materials.
Material Fulfillment Rank
Enter a number specifying which material type fulfills the checklist item.
For example, a material fulfillment rank of 1 on a checklist item for letter of recommendation indicates that the first letter of recommendation associated with the record fulfills the checklist item.
Another example: let's say you’ve created two checklist items:
Letter of Recommendation 1
Letter of Recommendation 2
Let's also assume you have a generic material of type Letter of Recommendation.
If each separate checklist item (Letter of Recommendation 1 and Letter of Recommendation 2) uses the custom material of Letter of Recommendation for one of the material fulfillment settings, then both Letter of Recommendation checklist items would be fulfilled when only one Letter of Recommendation material is present.
To avoid this, the Material Fulfillment Rank setting for Letter of Recommendation 1 should be set to 1. The Material Fulfillment Rank setting for Letter of Recommendation 2 should be set to 2, and so on.
This way, when one letter of recommendation material is present on a person's record, only the Letter of Recommendation 1 checklist item will be fulfilled. If another Letter of Recommendation material comes in (bringing the total number of Letter of Recommendation materials to two), the Letter of Recommendation 2 checklist item would then be fulfilled.
Test Fulfillment 1-3
If this checklist item can be fulfilled by a test score, select that test from the list. Up to three different tests can be selected as potential fulfillment options for each checklist item.
Only verified test scores (that is, not self-reported scores) will fulfill a checklist item satisfied by test fulfillment.
Form Fulfillment
If a checklist item in the Material section, or any custom checklist section, can be fulfilled by the submission of a form, select that form from the list.
🔔 Important!
Leave this setting blank if you specified a form for the checklist item by selecting a checklist section of Form.
If the form you select contains a vanity URL, applicants will be able to submit the form more than once on a status portal.
XML Configuration
Leave blank unless following instructions for a financial aid checklist or custom checklist status.
Type
Select to 'Public' to display the checklist item on the status page.
If the applicant should see the checklist item on his/her checklist, set this to 'Public.' If this checklist item should only be seen internally by administrative staff, set to 'Private (internal only).'
Optional
Select to display the checklist item displays as Optional on the applicant’s status page.
If a checklist item is optional—that is, it is not required for an applicant to move forward in the review process—select Optional.
If the checklist item is critical for the review process, select Required.
Optional for Reading
Select Optional for reading to display the checklist item to the applicant as required, while allowing the reading process to continue without its submission.
For example, a mid-year transcript might be required, but it’s absence wouldn’t need to hold up the reading process.
Otherwise, select Required for reading.
Export Key
A checklist item may be given an export key that can be returned in a query. If required for an external SIS, enter that value here.